Department of Mathematics and Statistics

Colloquium and Visiting Scholar Host Instructions

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Instructions for Colloquium Hosts

Please follow all instructions to ensure prompt host and speaker reimbursement. The various forms are listed below and on the Guidelines and Forms page.

IMPORTANT NOTE: Reimbursement of colloquium expenses will only be made from third-party funds. Do not submit for reimbursement unless it has been approved by the department chair.

Before Inviting a Colloquium Speaker

  1. If the visitor is a U.S. Citizen proceed to the Before the Colloquium section below.
  2. If the visitor is not a U.S. citizen follow the instructions below.

Special Rules for Non-U.S. Citizen Visitors

IMPORTANT!!!: FAILURE TO FOLLOW THESE PROCEDURES MAY RESULT IN THE SPEAKER/VISITOR NOT RECEIVING THEIR REIMBURSEMENT/PAYMENT.

The Department of Immigration has specific rules concerning payment of Non-U.S. citizens depending on the country they are from, the type of visa or document they are using, the purpose of their visit, how long they will be visting, etc. You must follow these procedures to assure reimbursement of travel expenses and/or pay per diem to a non-U.S. citizen visiting scholar or speaker.

Before inviting a Non-U.S. citizen visiting scholar or speaker, you need to provide the department office with the following:

  • Planned dates for the visit/Number of days of visit
  • Visitor’s name, address and email address
  • Country of citizenship
  • Country of residence (if different from citizenship)
  • Type of visa or other travel document they will use
  • Purpose of visit
  • Will the visitor give a talk or seminar?
  • Has the visitor previously been at Wright State University?
  • Is the visitor already in the U.S. providing services to another university or company?

The office will provide this information to the Wright State Office of Immigration and Tax Compliance who will determine if there are any restrictions on the visit (like maximum length of stay, etc.) or if there are limitations on what can be reimbursed or paid.

The office will then provide you with a list of what can be reimbursed or paid to the visitor as well as any restrictions or limitations applicable to the visit.

At that time you can confirm the visit and make arrangements for hotel, airport pick-up etc.

Before the Colloquium

  1. If necessary, request a hotel reservation for your visitor by filling out the Hotel Reservation Request Form (PDF) and sending it to the administrative specialist in the department office. Visitors may be lodged at any of the following hotels depending on availability and budget:
    • Extended Stay America-Dayton/Fairborn
    • Wingate by Wyndham Dayton
    • Suburban Extended Stay Beavercreek
    • Residence Inn by Marriott Beavercreek
    • Hilton Garden Inn Beavercreek
  2. Download and print out the following Colloquium reimbursement forms:
  3. Verify if speaker needs any special multimedia equipment other than the projector sytem in 224 MM.
  4. If you cannot drive the speaker to or from the airport, contact the administrative specialist in the department office to arrange for an airport shuttle.
  5. Provide the administrative specialist in the department office with the talk title, abstract, short bio, the day and time, and the talk location for the colloquium announcement.

The Day of the Colloquium

  1. Have speaker fill out the speaker reimbursement forms and attach the original receipts for airfare, taxi, etc. NOTE: If the speaker's airfare or other out of pocket expenses were paid using a Mastercard, attach a copy of the credit card (with all but the last 4 digits of the account number blacked out) to the reimbursement paperwork.
  2. If the speaker is a Non-U.S. citizen make copies of the speaker's passport, visa, or other immigration documents and attach them to the reimbursement forms.
  3. Ensure the speaker is in Room 222 MM by 2:30 p.m. for the Meet-n-Greet.
  4. Take speaker to lunch and dinner if the colloquium is being funded by third-party funds. Make sure to get original itemized receipts showing what was purchased. Purchase of alcoholic beverages will not be reimbursed per university policy.

After the Colloquium

  1. Fill out the Host's Payment Worksheet and attach the original itemized receipts for colloquium refreshments and meals.
  2. Drop off the Host's and Speaker's forms, receipts and travel documents to Christine Krebs in the department office.

Instructions for Visiting Scholar Hosts

Please follow all instructions to ensure prompt host and speaker reimbursement. The forms are listed below and on the Guidelines and Forms page.

IMPORTANT NOTE: Reimbursement of visiting scholar expenses will only be made from third-party funds. Do not submit for reimbursement unless it has been approved by the department chair.

Before Inviting a Visiting Scholar

  1. Contact the chair of the colloquium/visiting scholars committee, Dr. Qingbo Huang, for approval and funding authorization. Your email should include the purpose of the visit, the area of research, the proposed dates of the visit, and whether the visitor will present a seminar or talk. Please cc: Christine Krebs when you make the request.
  2. Send a copy of the email with the approval and budget amount to the administrative specialist in the department office if he/she was not cc:'d on the response.
  3. If the visitor is a U.S. Citizen proceed to the "Before the Visit" section below.
  4. If the visitor is not a U.S. citizen follow the instructions below. 

Special Rules for Non-U.S. Citizen Visitors

IMPORTANT!!!: FAILURE TO FOLLOW THESE PROCEDURES MAY RESULT IN THE SPEAKER/VISITOR NOT RECEIVING THEIR REIMBURSEMENT/PAYMENT.

The Department of Immigration has specific rules concerning payment of Non-U.S. citizens depending on the country they are from, the type of visa or document they are using, the purpose of their visit, how long they will be visting, etc. You must follow these procedures to assure reimbursement of travel expenses and/or pay per diem to a non-U.S. citizen visiting scholar or speaker.

Before inviting a Non-U.S. citizen visiting scholar or speaker, you need to provide the department office with the following:

  • Planned dates for the visit/Number of days of visit
  • Visitor’s name, address and email address
  • Country of citizenship
  • Country of residence (if different from citizenship)
  • Type of visa or other travel document they will use
  • Purpose of visit
  • Will the visitor give a talk or seminar?
  • Has the visitor previously been at Wright State University?
  • Is the visitor already in the U.S. providing services to another university or company?

The office will provide this information to the Wright State Office of Immigration and Tax Compliance who will determine if there are any restrictions on the visit (like maximum length of stay, etc.) or if there are limitations on what can be reimbursed or paid.

The office will then provide you with a list of what can be reimbursed or paid to the visitor as well as any restrictions or limitations applicable to the visit.

At that time you can confirm the visit and make arrangements for hotel, airport pick-up etc.

Before the Visit

  1. If necessary, request a hotel reservation for your visitor by filling out the Hotel Reservation Request Form (DOC) and sending it to the administrative specialist in the department office. Visitors may be lodged at any of the following hotels depending on availability and budget:
    • Extended Stay America-Dayton/Fairborn
    • Wingate by Wyndham Dayton
    • Suburban Extended Stay Beavercreek
    • Residence Inn by Marriott Beavercreek
    • Hilton Garden Inn Beavercreek
  2. Down load and print out the following speaker reimbursement forms:
  3. If you cannot drive the visitor to or from the airport, contact the administrative specialist in the department office to arrange for an airport shuttle.
  4. If the visitor is giving a talk, provide the administrative specialist in the department office with the talk title, abstract, short bio, the day and time, and the talk location for the talk announcement.

During the Visit

  1. Have visitor fill out the speaker reimbursement forms and attach the original receipts for airfare, taxi, etc. NOTE: If the visitor's airfare or other out of pocket expenses were paid using a Mastercard, attach a copy of the credit card (with all but the last 4 digits of the account number blacked out) to the reimbursement paperwork.
  2. If the visitor is a Non-U.S. citizen make copies of the visitor's passport, visa, or other immigration documents and attach them to the reimbursement forms.
  3. If the visitor is giving a talk, ensure he/she is in Room 222 MM a half an hour before the talk start time for the Meet'n'Greet.
  4. On the day of the visitor's talk, take the visitor to lunch and dinner if the visit/talk is being funded by third-party funds. Make sure to get original itemized receipts showing what was purchased. Purchase of alcoholic beverages will not be reimbursed per university policy.

After the Visit

  1. Fill out the Host's Payment Worksheet and attach the original itemized receipts for meals, if necessary.
  2. Drop off the Host's and Speaker's forms, receipts and travel documents to theadministrative specialist in the department office.